Vista Entertainment Solutions

2019-01-15

Veezi Inventory Setup Guide

Copyright Notice Copyright © 1996-2019 Vista Entertainment Solutions Ltd.

All rights reserved.

Veezi is a Registered Trademark of Vista Entertainment Solutions Ltd. All rights reserved.

Trade Secret Information of Vista Entertainment Solutions Ltd, 1996-2019. This program is protected

by licensed terms applicable to New Zealand and International copyright laws.

The software contains proprietary information of Vista Entertainment Solutions Ltd; it is provided under

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and disclosure, and it is also protected by copyright law. Reverse engineering of the software is

prohibited.

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of Microsoft Corporation.

Vista Entertainment Solutions Ltd

PO Box 8279, Symonds St,

Auckland, New Zealand.

Ph: +64 9 984 4570

Fax: + 64 9 379 0685

Website: http://www.vista.co

Contents 3

Contents

Copyright Notice __________________________________________________________________ 2

About this document _______________________________________________________________ 4

How Veezi Inventory works _________________________________________________________ 4

Setting up ________________________________________________________________________ 5

Turning Inventory on ________________________________________________________________ 5

Creating vendors to receive items with __________________________________________________ 5

Tracking your items _________________________________________________________________ 5

Using Inventory ___________________________________________________________________ 7

Entering Receipts __________________________________________________________________ 7

Performing Stocktakes ______________________________________________________________ 7

Creating a stocktake ______________________________________________________________ 7

Editing and finalising a stocktake ____________________________________________________ 8

Performing stocktakes on mobile devices ______________________________________________ 8

Using POS Operators to enter stocktake counts ________________________________________ 9

Counting stock with Stocktake Sheets __________________________________________________ 9

Printing a Stocktake Sheet _________________________________________________________ 9

Exporting a Stocktake Sheet _______________________________________________________10

Wasting Items ____________________________________________________________________10

Inventory reports _________________________________________________________________11

Creating a report __________________________________________________________________11

Calculated Sales Report ____________________________________________________________12

Cost of Sales Report _______________________________________________________________13

Stock Receipts ____________________________________________________________________15

Stock Status _____________________________________________________________________16

Stock Wastage Report ______________________________________________________________17

Index ___________________________________________________________________________18

About this document 4

About this document This guide is to help you get the most out of Veezi Inventory. We'll show you what you need to do to

set it up, and how to use the additional features it gives you access to.

The sections in this guide are:

• Setting up Veezi Inventory.

• Using Inventory.

• The additional reports Inventory makes available.

How Veezi Inventory works Veezi Inventory allows you track stock levels, produce receipts, carry out stocktakes, and run reports

to view concession sales progress. It gives you access to new functions like sub-locations and

improves other functions food and item creation, so you can get a complete grasp of what you have,

how much it's costing you, and how to ensure it's generating a healthy cash flow.

Setting up 5

Setting up

Before you begin:Before you start using inventory, you'll want some create some items to receive and

sell. You won't get much of tracking stock if you have no stock to track!

You can add items in the Food & Items page of your My Veezi account. Our getting started guide has

detailed information information about creating and editing items, like how to import food items from

the Veezi Master List.

Turning Inventory on

Inventory is enabled and managed on a per site basis, so for each site simply repeat this process to

turn it on.

1. Navigate to Additional Modules.

2. Find the entry for Inventory.

3. Click Install for the relevant site.

4. Click Enable Inventory.

After turning Inventory on, you'll need to create at least one sub-location for each site. Sub-locations

are areas within your site that hold stock, for example the Front Counter, Storeroom, or Cool Room.

Sub-locations help you manage stocktakes. Veezi doesn't keep running counts of the items in each

sub-location – instead they appear as entry options in stocktakes so you can easily count items across

your whole site.

Adding Sub-Locations

1. From the Configure Inventory screen, click Add Sub-Location.

2. Name the sub-location.

You can change the name or delete the sub-location at any time.

Creating vendors to receive items with

Before you can use Inventory to track items, you'll need to create vendors to receive them under.

1. To add a vendor, click on Food & Items > Vendors.

2. Enter the name of the vendor. The other fields are entirely optional.

3. Click Save.

4. Repeat these steps for as many vendors as you need.

Tracking your items

With Inventory enabled, items feature a new setting: Inventory Item Type. This setting needs to be

configured in the Edit Item or Create Item page for all stock you want inventory to track.

Only one option is available per item:

Setting up 6

Untracked: The item isn't trackable for stocktaking purposes. This is the default option for all existing

items.

Tracked: The item is fully trackable. Selling this item at POS automatically reduces the item's quantity.

It appears in stocktakes, receipts and reports.

Control Item: This item is fully trackable, but cannot be sold on POS directly. Common examples of

control items are straws, cups, and popcorn boxes.

Tracked by Control Item: This item isn't tracked directly, but each sale of the item reduces the count

of a single specified control item. For example, you can set the item 'Popcorn' as tracked by control

item, and choose 'Popcorn Box' as the control item.

Simple Recipe: A simple recipe isn't tracked directly, but selling it at POS reduces the count of each

control item in the recipe. Simple Recipes are a great way to sell complex items, for example a soft

drink recipe could include a cup, a straw, a certain amount of carbonated soda and a particular

quantity of syrup.

Note! After setting up items for tracking, it's very important a stocktake is performed as soon as

possible. When you initially set up an item for tracking, that item’s count will be zero. If you sell these

items before performing a stocktake, their counts will fall into negatives. Stocktakes can be performed

using Inventory (page 7).

Using Inventory 7

Using Inventory Now that you've done everything you have to do to get Inventory working, it's time to start taking

advantage of its features. In this section we'll show you how to receive stock so you can better keep

track of it, then how you can create, edit, and finalize a stocktake.

Entering Receipts

When you receive new stock from your vendors, add the associated receipt details to Veezi as soon

as possible! This saves a lot of time in the future when you're trying to reconcile everything.

Adding a receipt

1. Go to Food & Items > Receipts.

2. Select the site receiving the items.

3. Select the vendor supplying the items.

4. Enter the docket reference number.

5. Add Items to the receipt.

The items available on this list are set as either Tracked or Control items.

6. Enter the quantity of the items.

7. Enter either the Total Cost or Cost per Item. Veezi automatically calculates the remaining field.

Important! Total Cost is inclusive of tax. Tax is calculated by the sales tax set up for each item.

Performing Stocktakes

Regular stocktakes are a necessity for many businesses. In this section we'll show you how to create

a stocktake, and use mobile users and POS operators to make the process easier and more accurate.

Creating a stocktake

To create a stocktake for a site, you need to perform sales or receipts for items at least once.

1. Navigate to Food & Items > Stocktake.

2. Click Create Stocktake.

3. Select the Site you wish to perform the stocktake for.

Each site can only have one stocktake open at a time.

4. Enter the End date for your stocktake, which is the current day you're performing the stocktake.

5. Enter the End time for your stocktake.

6. Click Create.

Using Inventory 8

Editing and finalising a stocktake

1. Check the Stocktake Details by clicking the stocktakes name in Food & Items > Stocktake

before you go charging into the counts themselves.

Select Change Stocktake Date if you find any date or time details are incorrect.

2. Print the Stocktake Sheet to help you perform your physical stocktake if you wish.

3. Enter the count for each item in the fields next to each sub-location.

Items eligible for stocktake at the site appear in the list.

4. Use the Search function or filter the list by Item Class or Sub-Location to find a particular item.

5. Save your stocktake every now and again to save your progress.

This doesn't commit the counts to the system yet.

6. Finalize Stocktake once you're happy with your counts and consider them final. This adjusts your

stock levels in Veezi based on the counts you've entered.

When you finalize, Veezi checks if any new transactions or receipts have been completed between

the beginning of the stocktake and when you finalize it. If there have been, the stocktake is

refreshed with the new data and you will be asked to check your counts again.

Performing stocktakes on mobile devices

For an easier stocktaking experience, parts of the inventory system are optimized for mobile.

1. Log in to Veezi Back Office on a mobile device.

2. Go to Food & Items > Stocktake.

3. Select the stocktake you want to open or enter counts into.

Using Inventory 9

Tip! Using the stocktake page on your mobile device lets you save time by entering counts on

location, as they're performed.

Using POS Operators to enter stocktake counts

POS Operators can be given limited access to Back Office, allowing them to open an existing

stocktake and adjust and save stocktake counts.

1. Log in to Back Office.

2. Navigate to Settings > Users.

3. Click the name of the POS user you'd like to enter stocktake counts.

4. Click Back Office.

5. Enter a User Name, Email, and Password for the POS operator to use.

6. Click save changes.

Counting stock with Stocktake Sheets

Stocktake Sheets are print outs you can use when doing a physical count. It's a simple listing of each

item in your stocktake with a few boxes for you to write on. We fill in one column by default for the unit

of measure you've set up for an item, while the other boxes are there for your own record keeping (for

example, if you store different units of measures like boxes or dozens of an item, you can do your own

counting and conversions here). Stocktake sheets can also be accessed via the Reports tab.

Printing a Stocktake Sheet

1. Go to Food & Items > Stocktake.

Using Inventory 10

2. Select the site you want the Stocktake Sheet for.

3. Click Print Stocktake Sheet.

4. Each Sub-Location at the site will have its own page. Find the page with the Sub-Location you

want to print a sheet for.

5. Click the printer icon.

6. Choose your page size and orientation, then click Print.

Veezi will create a printer-friendly PDF version of your report, then automatically take you a print

page that will differ between operating systems and web browsers.

Exporting a Stocktake Sheet

Veezi can create Excel, Word, and PDF versions of your stocktake sheets for you to download.

1. Go to Food & Items > Stocktake.

2. Select the site you want the Stocktake Sheet for.

3. Click Print Stocktake Sheet.

4. Each Sub-Location at the site will have its own page. Find the page with the Sub-Location you

want to download a sheet for.

5. Click the floppy disk icon. It's straight next to the arrows you used to change page.

6. Choose the file type you want to download the sheet as.

We'll export the Stocktake Sheet in the file type you asked for, which will download automatically.

Wasting Items

With Inventory enabled, multiple stock items can be wasted quickly from Back Office.

1. Go to Food & Items > Stock Wastage.

2. Choose the Site you want to waste stock from.

3. Enter why the stock is being wasted in Reason.

4. Click Add Items.

5. Add all the items you want to waste then click save changes.

Tip: If you've got a lot of items to look through, use Search to find the one you need quickly.

6. Enter the Quantity you want to waste for each item. Veezi will calculate the Cost Per Item and

Total Cost for you.

7. Look over your items and quantities to make sure everything's right, then click Submit Wastage.

Inventory reports 11

Inventory reports It's all well and good having the ability to take stock of your stock — but it’s not much use if you can't

see the complete picture of how well your stock is performing. Veezi Inventory gives you access to

reports that enable you to have the complete picture of what is selling well and the items that are a

little slower.

Creating a report

1. Navigate to Reports > Reports.

2. Find the report type you want to create and click View Report.

3. Set your desired parameters and click Run Report.

Inventory reports 12

Calculated Sales Report

This report gives you a better indication of your sale count for each item. It gives you a quantity of your

current balance of items, and what items you have received/sold. The report then adds up your sales

values for each line item.

Inventory reports 13

Cost of Sales Report

This report provides you with the ability to view the revenue and cost of each item. It shows you your

opening stock, closing stock, and total stock usage. It also breaks out the revenue earned and the

total cost of the items for the cinema.

Inventory reports 14

The last page of the report shows formula breakdowns and calculations. It also provides some helpful

information on what the different columns mean and how they are calculated.

Inventory reports 15

Stock Receipts

This report shows the quantity of items a site received for a shipment, the cost per item, and the

receipt cost total in net and gross. It's useful for checking in on the cost of orders received.

Inventory reports 16

Stock Status

This report allows you to see the number of items the cinema currently has on hand, and the date the

last stocktake was done for each item. The report also contains information on the basic costs of each

item, and what it cost when you received it last.

Inventory reports 17

Stock Wastage Report

This report shows all stock wastage in the date ranges selected.

18

Index 18

Index

A

About this document • 4

C

Calculated Sales Report • 12

Copyright Notice • 2

Cost of Sales Report • 13

Counting stock with Stocktake Sheets • 9

Creating a report • 11

Creating a stocktake • 7

Creating vendors to receive items with • 5

E

Editing and finalising a stocktake • 8

Entering Receipts • 7

Exporting a Stocktake Sheet • 10

H

How Veezi Inventory works • 4

I

Inventory reports • 11

P

Performing Stocktakes • 6, 7

Performing stocktakes on mobile devices • 8

Printing a Stocktake Sheet • 9

S

Setting up • 5

Stock Receipts • 15

Stock Status • 16

Stock Wastage Report • 17

T

Tracking your items • 5

Turning Inventory on • 5

U

Using Inventory • 7

Using POS Operators to enter stocktake

counts • 9

W

Wasting Items • 10